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Monday, September 9, 2013

Follow up to Last Week's Guest Post

Inspherio would like to thank Sharon Hill for her guest post last week. She has a lot of experience as a wedding and event planner, so her expertise is always appreciated.

Sharon provided several good tips on ways to reduce any stress or worries you may have as a wedding planner. We will now take a closer look at each of her points and discuss how Inspherio can resolve each matter.

1. Quit trying to keep all the details in your head

"By getting things out of your head and onto paper or into your
computer, you won’t have to keep worrying that you’ll forget something."

"Keeping an
up-to-date, fully detailed calendar will reduce your stress and the
possibility that something will fall through the cracks.

Your Inspherio calendar allows you to add events, appointments, and tasks. Additionally, you can invite clients, vendors, and/or employees to appointments or assign employees to events and tasks. Add reminders to these calendar items so that you and others will not forget anything.

Furthermore, Inspherio acts as your own personal assistant. It will remind you whether or not you have sent out invoices, if you have payments due from your clients.

Also, by adding deadlines for your client to send you information for their wedding, you greatly minimize the risk of letting any information fall through the cracks. More on this in the next point.

3. Take copious notes

"Whenever
you get a call or have a meeting, immediately record all of the
relevant information."

Inspherio's KYE (Know Your Event) Form is a thing of beauty for wedding planners.

First, set exactly which questions you have for the bride and send them to her with a couple clicks of the mouse. It is now the bride's responsibility to provide you the correct information, which means you not only save a lot of time, but she also cannot come back later and say you had the incorrect information. Once she fills out the questionnaire, the answers save to your Inspherio account automatically in real-time.

Should you want to fill out the information yourself, or edit any of her answers, you can do that, too. The same fields are readily available to you.

You can set deadlines on when certain questions are locked and the answers cannot be changed. By setting these deadlines, you are guaranteeing that you receive the information in a timely manner and that the bride cannot change the information without your knowledge.

You can choose which information will automatically populate into your contract and itinerary. By doing so, you avoid having to double-enter any information (potentially incorrectly).

Your Inspherio account also lets you add notes, tasks, and uploaded documents to each individual event as you see fit.

4. File all of your information in one place

"[E]verything that has to do with a bride and her wedding
should be organized and kept together in one place. This way whenever
you get a call or need to do some research, all of the information is at
your fingertips."

Not only does Inspherio let you keep all your information in one place, but it also lets you access it anywhere you want. Working from home instead of the office? Simply log in and have all your information at your fingertips rather than having to move data back and forth via a zip drive. Out on the road? Access all your client data via your iPhone or Android app.

Also, this applies to all of your clients and vendors. If you are planning multiple weddings at a time, you can have access to all of each bride's information at hand and neatly organized at all times.

5. Share with your assistants

"Always
make sure your staff knows where they can get information when they are
assisting you with a wedding."

Your Inspherio account allows you to manage your employees as well. Not only can you assign them to events and input their hours/pay, but you can also grant various privileges to each individual employee as you see fit. Should you want a certain employee to be able to send pricing and sign contracts, no problem. If you just want them to be able to view the bride's information, you can do that, too.

As you can see, Inspherio is a dream organization tool for wedding planners. You never have to worry about losing detailed information or letting anything fall through the cracks. Your account is there to make your job less stressful and more efficient.

If you are new to Inspherio , start your free 30-day trial now (no credit cards required) and experience what Inspherio can do for you!